Administration Assistant
7 months ago
**Position description**:
The position of Administration Assistant plays a crucial role in maintaining efficient operations within the company. As an Administration Assistant, your responsibilities will primarily involve fleet management, vendor management, and office management.
You will be reporting to the Manager of the Human Resources and Administration Department and concurrently to the Security Manager.
In terms of fleet management, you will be responsible for coordinating and overseeing the company's vehicles, ensuring they are properly maintained, licensed, and insured. You will also liaise with Security Manager and handle the scheduling for transportation needs of staff and visitors.
As part of vendor management, you will be in charge of establishing and maintaining relationships with suppliers, negotiating contracts, and ensuring that all vendor agreements are up to date. You will also be responsible for monitoring vendor performance and addressing any issues or concerns that arise.
In terms of office management, you will be responsible for maintaining a well-organized and efficient working environment. This includes managing office supplies, coordinating repairs and maintenance, managing office equipment, and overseeing the general cleanliness of the office space.
To excel in this role, you should have excellent organizational and communication skills, as well as the ability to multitask and juggle competing priorities. You should also have a strong attention to detail and the ability to work independently.
**Fleet Management**:
- Maintain and update vehicle logbooks, ensuring accurate recording of mileage, fuel consumption, and maintenance activities.
- Coordinate vehicle repairs, servicing, and insurance renewals, ensuring all vehicles are in compliance with safety and legal requirements and company’s standards.
- Schedule and assign drivers for transportation needs, ensuring optimal utilization of resources.
- Monitor and analyze fuel consumption, identifying opportunities for cost-saving measures.
- Collaborate with accounting department to track expenses related to fleet management.
**Office Management**:
- Manage office facilities, ensuring a clean, safe, and well-organized working environment.
- Oversee the maintenance and repair of office equipment and furniture.
- Monitor and replenish office supplies, including stationery and other consumables.
- Coordinate and schedule facility repairs and maintenance.
- Manage office access control systems and maintain records of employee access.
**Vendor Management**:
- Conduct due diligence to identify and select suitable vendors for various products and services.
- Assist with negotiation of contracts and terms with vendors to ensure cost-effectiveness while maintaining quality standards.
- Regularly evaluate vendor performance to ensure compliance with agreed-upon service levels.
- Address any vendor-related issues or disputes in a timely and efficient manner.
- Facilitate the expat housing process, including researching suitable housing options, negotiating rental agreements, and coordinating logistics.
**Qualifications and Skills**:
- Minimum of** 6 years experience in administration roles** with focus on **fleet management, office management, and vendor management.**:
- **Strong organizational and time management skills,** with the ability to handle multiple tasks and prioritize responsibilities.
- **Excellent attention to detail and accuracy in record-keeping and documentation.**:
- **Effective communication skills, both verbal and written,** to interact with internal and external stakeholders.
- Proficient in using software for vehicle tracking.
- Strong **negotiation and problem-solving** abilities.
- **Knowledge of relevant South African laws and regulations related to vehicles.
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